Engineering Project Prioritization

Prioritizing a quick win is tempting.  But do they really drive your product forward? Recently, I was faced with prioritizing two features: One was an empty state screen—a low-effort, easy win for engineers. The other was the initial step for a more robust, impactful feature. The improved empty state screen would wrap up nicely with other tickets planned for that sprint. The second feature, however, required more groundwork and higher effort. Though tempted by the quick win, I ultimately chose the latter. 𝗧𝗵𝗲 𝗱𝗲𝗰𝗶𝘀𝗶𝗼𝗻 𝗰𝗮𝗺𝗲 𝗱𝗼𝘄𝗻 𝘁𝗼 𝗶𝗺𝗽𝗮𝗰𝘁. The first option, while quick and easy, would have minimal influence on our goals. Releasing features for the sake of “shipping” can easily turn a team into a “feature factory.” The second option, though harder to build, aligned more closely with our success metrics. By prioritizing high-impact features early, we get closer to our goals faster than if we shipped a series of smaller, low-impact updates. A popular prioritization framework I use is 𝗥𝗜𝗖𝗘: • 𝗥𝗲𝗮𝗰𝗵: How many users will this feature impact? • 𝗜𝗺𝗽𝗮𝗰𝘁: How much will this feature drive us toward our success metrics? • 𝗖𝗼𝗻𝗳𝗶𝗱𝗲𝗻𝗰𝗲: What is the likelihood that this feature will yield the expected results? • 𝗘𝗳𝗳𝗼𝗿𝘁: Assessed by engineers, this reflects the complexity of building the feature. In my case, the empty state screen scored low in reach and impact, only affecting a small subset of users with minimal influence on key metrics. Meanwhile, the robust feature had high reach, high impact, and high confidence, making the extra effort worthwhile. Remember, product success isn’t about how many features you ship; it’s about the impact those features create.

Most product managers prioritize features the wrong way. AI can fix that. Here are 3 powerful AI prompts to revolutionize your workflow. Here are 3 AI prompts that will change how you rank features based on user needs and business impact: 1️⃣ Comprehensive Feature Analysis: A deep dive into each feature's potential impact and alignment with goals. 💡 Prompt: "Analyze the following features: {feature_list}. For each feature, provide a detailed assessment of its potential impact on user satisfaction, retention, and revenue growth. Consider our current user base demographics, market trends, and competitive landscape. Prioritize these features based on their alignment with our Q4 goal of improving user retention by 15%. Finally, rank the features in order of priority and explain the rationale behind this ranking." 2️⃣ User Feedback Synthesizer: AI powered analysis of user pain points and feature requests. 💡 Prompt: "Aggregate and analyze customer feedback from the following sources: {feedback_sources} (e.g., app store reviews, customer support tickets, user interviews, NPS surveys). Identify the top 5 recurring themes or pain points mentioned by users. For each theme, provide specific examples of user quotes or data points. Rank these themes based on frequency of mention and severity of impact on user experience. Then, map each theme to potential feature improvements or new feature ideas. Prioritize these feature ideas based on their potential to address user pain points, estimated development effort, and alignment with our product strategy. Share a detailed rationale for your prioritization, including any potential risks or trade-offs to consider." 3️⃣ Development Effort Estimator: A comprehensive analysis of resource requirements. 💡 Prompt: "Estimate the development effort for implementing {feature_name} in our {product_type}, considering our team of 10 engineers and 8-week timeline. Break down the implementation into key components or stages (e.g., design, frontend development, backend development, testing, deployment). For each component, estimate the number of engineer-days required, potential technical challenges, and any dependencies on other systems or third-party integrations. Consider our team's expertise and any learning curve associated with new technologies. Identify any potential bottlenecks or risks that could impact the timeline. Suggest strategies to mitigate these risks, such as parallel development tracks or phased rollout approaches. Provide a confidence level (low, medium, high) for each estimate and explain the reasoning. Finally, give a range estimate for the total development time (best case, expected case, worst case) and suggest any features or scope that could be adjusted to fit within the 8-week timeline if necessary." Product Managers, these AI prompts are designed to enhance your decision making, not replace it. Use them to gain data-driven insights, then apply your expertise to make the final call.

Friday thought: Roadmap prioritization is both art and science. After building products for more than a decade, for all kinds of companies, the priority order for roadmap initiatives ends up roughly as: 1. Projects that have a clear path to increased ARR: If you have a (fast) path to building something that people find dollar value, these always win out. 2. Projects that retain existing customers, in ARR order: Next, you are reducing anticipated churn based on a large common ask from companies by some average of ARR. People typically run into a trap of constantly responding to support requests, which is not the same. Here, we identify strategic projects that would average out in a better experience for a wide variety of customers, not the loudest one. If you build for the loudest one, even if they have a lot of money, they probably are going to leave you anyway (and often times, it isn't your fault). After these, you have a tie between: -- Projects that lead to greater efficiencies or saving money: To protect the bottom line, you have to use your resources wisely. Whatever you can do to help save a few bucks on the AWS bill or get work done twice as fast can help pay dividends that can support 1 & 2. Sometimes people lump "tech debt" projects in here, but you'll want to be judicious about time boxing these projects so teams don't over-rotate here. -- "Spike" initiatives that may lead to future business directions or open up new channels: Whereas with the above efforts the vision and end state is clear, there are often large areas of opportunity that are worth the risk to investigate. A lot of "AI" based ideas can fall in this bucket - there are other ways to solve problems that are more obvious, but perhaps a new technology can unlock new ways of working that were previously impossible. Deciding between the above depends on the lifecycle of the project or business. If the company is more mature, they may do more things to reduce cost. If you are just getting started, exploratory intiatives take more priority.

"We need to prioritize our roadmap, but every stakeholder has a different opinion." The problem isn't conflicting opinions—it's the lack of objective criteria for evaluation. Traditional prioritization methods that fail: - Executive opinions and gut feelings - Revenue projections based on assumptions - Competitive feature comparisons - Engineering complexity assessments - Sales team requests and customer demands Why they fail: None directly measure potential to create customer value. The Outcome-Driven alternative: Step 1: Evaluate each initiative against underserved customer outcomes Step 2: Score based on ability to address high-opportunity areas Step 3: Consider cost, effort, and risk factors Step 4: Optimize high-value projects for maximum impact The difference: Instead of guessing which projects will succeed, you're investing in solutions that address known customer outcomes. Companies using this approach achieve 86% success rates versus the industry average of 17%. The question isn't whether you should prioritize your pipeline—it's whether you're using the right criteria. What would change if every project decision was based on customer outcome data?

In one of the more challenging strategic planning sessions I facilitated for a tech company, we encountered a big roadblock: an overwhelming number of great ideas but no clear direction on where to focus our efforts. Sound familiar? The stakes were high, and we needed a structured approach to move forward effectively. We turned to a prioritization matrix to turn chaos into clarity and ensure our efforts aligned with the company's goals and values: 🌟 Impact vs. Feasibility: We categorized each idea based on its potential impact on the company's growth and the feasibility of implementation. This helped us quickly identify high-impact, high-feasibility initiatives that would provide immediate value. 🌟 Aligning with Core Objectives: Next, we introduced an additional parameter: alignment with the company's core objectives of innovation, customer satisfaction, and operational efficiency. Each idea was assessed on how well it supported these objectives, ensuring that our efforts remained true to our strategic direction. 🌟 People & Resource Allocation: We estimated the requirements for each idea, considering budget, people, and time. By mapping these requirements against our available people and resources, we prioritized projects that were not only impactful but also realistically achievable. 🌟 Stakeholder Support: Recognizing the importance of stakeholder buy-in, we ranked ideas based on the level of support from key stakeholders, including senior leadership and key department heads. This ensured that our chosen initiatives had the necessary backing to succeed. 🌟 Urgency and Timing: Finally, we assessed the urgency and timing of each initiative. Some ideas, while valuable, could be postponed without significant impact, allowing us to focus on more immediate needs. By the end of the session, we had a clear, prioritized action plan that everyone was excited to implement. Using a structured approach to prioritize the work not only provided clarity but also built consensus and commitment across the team. Remember, the right tools can transform your planning sessions into productive and actionable steps. How do you prioritize initiatives in your organization? Share your strategies and experiences below! 👇 --------- Ready to elevate your next strategic meeting? Let’s talk! #StrategicPlanning #Facilitation #Leadership #Prioritization

During my time as a Principal TPM in the Oracle Cloud Infrastructure team, I learned firsthand that knowing what to de-prioritize is equally crucial as prioritization. Prioritization is a delicate dance every Technical Program Manager performs daily. It's not just about crafting a to-do list; it's about making strategic choices that propel your projects and teams forward. Mastering this art can mean the difference between smooth sailing and utter chaos in the whirlwind of technical program management. It's all about feeling empowered by the decisions you make. Imagine your workload as a juggling act – not every ball is the same size, and not every ball needs to be caught immediately. 🤹♂️ Early in my career, I was juggling a major product launch, a team restructure, and a handful of smaller projects. Trying to do everything at once was a recipe for disaster. After a near-miss with a critical deadline, I started each day by listing my tasks and categorizing them into "urgent and impactful," "can be done later," and "delegate." The change was immediate and profound. Not only did I meet my deadlines, but my team also became more cohesive and efficient. 🎯💪 Some popular prioritization strategies that have helped me and many others include: Eisenhower Matrix, which categorizes tasks into four quadrants based on urgency and importance(Do First, Schedule, Delegate, and Don't Do). 📊  The MoSCoW method (Must have, Should have, Could have, and Won't have) is another excellent approach, especially for managing project requirements. 📝  Ivy Lee method, where you list the six most important tasks to complete the next day and focus on them in order of priority. Each method can provide a clear framework for deciding what needs immediate attention and what can wait. Understanding the power of saying "No" can be transformative, allowing you to focus on what truly matters and avoid unnecessary stress. So, the next time you're feeling overwhelmed, remember: it's not just about what you do, but also about what you choose not to do. Share your prioritization hacks, challenges or stories in the comments! 👇💬

6 bad software engineering prioritisation methods: Plus 1 experiment for you to try → Decibels: 1. He who shouts loudest (absolute decibels)  2. The squeaky wheel gets the grease (dB x time) Clout: 3. Our Fearless Leader decided 4. HiPPO method (Highest Paid Person's Opinion) Avoidance: 5. Don't care - prioritisation is a product problem 6. Keep most of the people happy, most of the time, AKA keep everyone off your back. Instead, we should be using methods that take into account elements of the following: - Impact (on the company and/or customers) - Effort - Risk / Confidence - Time / Urgency "Prioritisation" suggests that we will work our way down the list until our resources are consumed, i.e. we'll try to do as many things as possible. But we shouldn't.  Many of these things should not even be on the list. Don't waste time with things that don't align with your business goals and business strategies. Try this experiment: For every feature you are asked to build, try to extrapolate what its ultimate value *to your company* will be. You may have to traverse multiple causal relationships, e.g. "If we do this, that will happen. If that happens, it will influence X, which changes Y" etc. If the feature ends up successfully providing that value to your company: - Will you (or anyone) ever know? If not, why not? - Is this value a core focus of the company, currently?

Assessing Project Alignment in IT Portfolio Management: Assessing project alignment is not just a task but a crucial responsibility in IT portfolio management. It ensures that each project contributes meaningfully to the organization's strategic goals. This process involves a thorough evaluation of how proposed or ongoing projects align with the organization's long-term vision and objectives. By doing so, organizations can prioritize initiatives that drive growth, innovation, and competitive advantage. 1) Understanding Strategic Goals:  Before delving into project alignment, it's essential to have a clear understanding of the organization's strategic goals. These goals could range from market expansion and product development to cost reduction and customer satisfaction enhancement. For instance, a company aiming to expand its market share might prioritize projects that enhance its digital presence or develop new product lines. 2) Evaluating Project Scope and Deliverables: The second step in assessing project alignment is evaluating each project's scope and deliverables. This involves understanding the project's objectives, the required resources, and the expected outcomes. For example, a project to develop a new software application should be assessed based on its potential to improve operational efficiency or enhance customer experience. 3) Impact on Business Objectives: Next, it is crucial to assess each project's potential impact on the organization's business objectives. This involves analyzing how the project will contribute to achieving strategic goals. For instance, a project focused on implementing a new customer relationship management (CRM) system should be evaluated based on its ability to improve customer satisfaction and retention rates. 4) Prioritizing Projects Based on Alignment: Once projects are assessed for alignment, they can be prioritized based on their strategic importance. This involves ranking projects according to their potential impact on strategic goals, resource requirements, and risk factors. Projects that demonstrate strong alignment and high potential impact are given priority, ensuring that resources are allocated effectively and the organization's strategic success is propelled. IT project managers role in assessing project alignment is vital to IT portfolio management. It enables organizations to focus on initiatives that drive strategic success. By systematically evaluating project scope, deliverables, impact on business objectives, and feasibility, you ensure that your project portfolio is aligned with your organization's long-term vision and goals. This strategic focus not only enhances project outcomes but also contributes to the organization's overall growth and competitiveness.

Big picture to daily focus: A smarter way to prioritize. Prioritization can feel overwhelming—especially when you're juggling market strategies, portfolios, projects, and daily tasks. But what if there was a simple, clear method to align it all? Here’s the approach I use: 1️⃣ 𝗭𝗼𝗼𝗺 𝗢𝘂𝘁: Start with the market view. Use tools like the 𝗕𝗖𝗚 𝗠𝗮𝘁𝗿𝗶𝘅 to evaluate opportunities and prioritize at the strategic level. 2️⃣ 𝗭𝗼𝗼𝗺 𝗜𝗻: Shift to the project view. The 𝘐𝘮𝘱𝘢𝘤𝘵 𝘌𝘹𝘦𝘤𝘶𝘵𝘪𝘰𝘯 𝘔𝘢𝘵𝘳𝘪𝘹 bridges strategy to execution by helping you focus on tasks with the highest impact. 3️⃣ 𝗙𝗼𝗰𝘂𝘀 𝗗𝗮𝗶𝗹𝘆: Finally, organize your personal time with the 𝗘𝗶𝘀𝗲𝗻𝗵𝗼𝘄𝗲𝗿 𝗠𝗮𝘁𝗿𝗶𝘅 to ensure you work smart and avoid unnecessary distractions. To make it even easier, I’ve redesigned the matrices to follow a consistent high/low format. This alignment helps you read, understand, and act faster. Prioritization doesn’t have to be complicated. By zooming out, then zooming in, you can turn strategy into seamless execution. Note that I've used my 𝗜𝗺𝗽𝗮𝗰𝘁 𝗘𝘅𝗲𝗰𝘂𝘁𝗶𝗼𝗻 𝗠𝗮𝘁𝗿𝗶𝘅 at Microsoft to prioritize efforts as big as multi-million dollar ventures down to much smaller efforts.  By simply checking the impact on a scale of 1 to 10, and ability to execute on a scale of 1 to 10, as a team or individually, all will get revealed. What’s your go-to method for prioritizing? Let’s share tips below! #leadership #productivity